|SGU Staff Handbook|
TERMS AND CONDITIONS OF EMPLOYMENT
Within thirteen (13) weeks of joining the University and following the satisfactory completion of the probationary period, employees will be provided with a ‘Confirmation of Employment’ letter. This letter will state the terms of employment, monthly salary or weekly wage.
On appointment, all employees must supply the University with the following PERSONAL particulars including but not limited to:
PHOTO IDENTIFICATION BADGE
A photo I.D. badge will be issued to all employees. Employees must wear the badge while on duty, and the badge should be made available for inspection upon request by Security or Management when within University premises. Loss or theft of an I.D. badge must be reported to the Human Resource Department immediately. A charge of ten (10) U.S. dollars should be paid to the Accounts Department in order to receive a receipt which should be submitted to the IT department for I.D. replacement.
Employment records need to be kept updated at all times. Please notify the Human Resource Department of any changes in personal particulars, e.g. emergency contact, marital status, address, telephone number, additional dependents, etc.
All employees are entitled to review their personal files, providing 24-hour notice is given to the Human Resource Department. No document may be removed or added to the file and the file must be reviewed in the presence of the Human Resource Manager or his/her designee.
At the beginning of the probationary period a job description will be issued to the new employee. Employees should read and understand their job descriptions. The job description will then be signed by the employee, the Department Head and the Human Resource Manager.
CONFIDENTIALITY & RELEASE OF INFORMATION
All employees are reminded that confidential information including personal information (i.e. home phone number, place of residence, etc.) about colleagues should not be released to anyone without the express permission of the Department Head or the individual concerned.
Uniforms are provided annually to employees. Uniforms must be kept neat and clean at all times.
Employees are expected to wear their complete uniforms, including name badges at all times when on duty. Employees reporting for work with incomplete uniforms will be sent home and may forfeit the day’s pay. All uniforms issued shall remain the sole property of the University.
Uniforms for new employees will be issued after one year of service, or during the order period. Upon termination, all uniforms and I.D. badges must be returned to the Human Resource Department prior to receipt of final pay cheque. Uniforms and I.D. badges willfully damaged or lost will be paid for by the employee.
Each new employee must work a probationary period between three and six months before he/she can be confirmed as a permanent employee. This gives the new employee a chance to be trained and to settle into the job, as well as to get to know his/her supervisor and peers. During this probationary period, the contract of employment may be terminated at any time by either party without notice.
This probationary period may be extended at the employer’s discretion but such an extension will not exceed a further three or six month period.
Upon satisfactory completion of the probationary period, you will be deemed a permanent employee. All employees, regardless of classification, status or length of service are expected to meet and maintain company standards for job performance and behaviour. An evaluation will be carried out on each employee’s progress prior to confirmation of permanent status.
PERFORMANCE REVIEW / APPRAISAL
An annual review of each employee’s performance will be carried out by the Department Head or Supervisor. All employees will be given the opportunity to discuss these reviews with their Department Head or Supervisor in order that they may know which areas are satisfactory and which require improvement.
TIME CLOCKS/TIME SHEETSWhere time clocks are available employees should clock in. Where time sheets are available employees should complete on a daily basis to ensure full salary payment at the end of the month.
HOURS OF WORK
(a) Maintenance and Janitorial Staff
The normal hours of work for Housekeepers, Office Attendants, Mechanics, Maintenance, Joiners, Carpenters are: Monday to Friday, 8:00 am to 3:30 pm, inclusive of a lunch break of one (1) hour duration.
(b) Office Staff
The normal hours of work for administrative/office staff are: Monday to Friday, 8:00 am to 4:00 pm or 9:00 am to 5:00 pm, inclusive of a lunch break of one (1) hour duration.
(c) Security Guards
Security Guards normally work in shifts not exceeding eight (8) hours in any one day and forty (40) hours in any one week at such times and on such days, including Sundays and Public Holidays as Management may prescribe.
The University’s policy is that overtime work shall be distributed fairly and equitably among employees who wish to do overtime. In the event this does not happen, it should be reported to the Business Administrator or his designated assistant.
When an employee is off duty and has been requested to report to work, the employee shall be paid the appropriate rate for the period of work done or a minimum equivalent to four (4) hours pay, whichever is greater.
Any worker, who is called to work immediately at the end of his/her daily shift for a period exceeding 3½ hours, shall be paid a meal allowance of EC$25.00 and shall be given a 45 minute break to have the meal.
DAYS OFF FOR SHIFT WORKERS
Shift workers should normally work in shifts not exceeding eight (8) hours in any one day and forty (40) hours in any one week at such times and on such days, including Sundays and Public Holidays as management may prescribe.
REPORTING OF ABSENCE
It is the employee’s obligation to advise his/her Supervisor or Department Head of absences even if there are previously authorised by the University.
Persons who have an inappropriate number of absences, without proper notification or appropriate reasons, will be subject to disciplinary action.
Continuous absence from work for a period exceeding seven consecutive days without prior notice, will be determined as an abandonment of employment. Such absence will therefore result in dismissal.
PROMOTIONS AND TRANSFERS
In order that vacancies may be filled by the best qualified employees and that recognition is given to the work of capable individuals, it is the University’s policy to fill vacancies by promotion from within, wherever possible.
Promotions and/or transfers will only occur after employees have completed one year in their current positions. If an employee feels that he/she could be better placed in some other job or desires a transfer to another department, the matter must be discussed in the first instant with the Supervisor or Department Head. Department Heads will assist employees in their development. All vacancies will be posted internally on the St. George’s University web site and the St. George's University bulletin, and externally in local newspapers. A waiver to this rule can only be approved by the Business Administrator.
The Management may, from time to time in the best interest of the University’s efficiency, transfer an employee from one department to another. Promotions and transfers will be on the basis of, but not limited to:
The University will provide the means to ensure that every employee is adequately trained in the basic tasks of his/her post; therefore, it will be a requirement that training sessions both in-house or otherwise are attended as and when directed.
Refusal to attend or participate in assigned training while on duty will imply unwillingness to develop and therefore bring into question continued employment within the University and may lead to appropriate disciplinary action.
Should staff wish to make a request for any matter pertaining to training, that request must first be submitted to their Department Head.
The retirement age for both male and female employees is sixty (60) years. It is not the University’s policy to continue employment after an employee reaches sixty (60) years.
Should an occasion arise when an employee decides to leave the University, it is obligatory that the prescribed period of notice must be given. The period required is determined by the relevant agreement covering the employee’s position; however, a minimum of one (1) month's notice should be given to the Human Resource Department.
Prior to termination, employees must surrender all University assets, such as uniforms and ID badge, to the Human Resource Department. Failure to comply with these procedures may significantly delay the issuance of the final pay check.
Should an occassion arise where due to the introduction of new technology, a job has been displaced or where as a result of an acute economic circumstance threatening the economic survival of the University or the University no longer require that job function for its operations severance pay terms shall be as follows:
(i) Where the employee has completed one (1) to four (4) years of continous service he shall be paid two (2) weeks pay for each year of service from the first year of service at the rate of pay earned at the time of retrenchment.
(ii) Where the employee has completed over four (4) to eight (8) years of continous service he shall be paid three (3) weeks pay for each year of service from the first year of service at the rate of pay earned at the time of retrenchment.
(iii) Where the employee has completed over eight (8) years of continous service he shall be paid one (1) month's pay for each year of service from the first year of service at the rate of pay earned at the time of retrenchment.
See Union Contract for further details